Salary/Position Classification

• $45,000+ Annual, Dependent on Experience, Non-Exempt (Eligible for overtime)
• 40 hours per week
• Hybrid Work Availability (requires some time on campus): Yes

Purpose of Position

• Provide Education Support Services, as assigned by the Associate Dean of the Southwest Campus, to UNDSMHS Southwest Campus Academic Departments of Surgery, Internal Medicine and assisting Family Medicine, and other Educational Programs.
• Provide General Student Support Services, as assigned by the Associate Dean of the Southwest Campus, to UNDSMHS. Southwest Campus Academic Departments of Surgery, Internal Medicine and assisting Family Medicine and other Educational Programs as well as for the Southwest Campus Office.
• Provide Administrative Assistance to the Associate Dean and Southwest Campus Academic Departments of Surgery, Internal Medicine and assisting Family Medicine and other Educational Programs. As such, work direction will come from several persons but overall performance accountability, and work assignments, is to the Associate Dean on the Southwest Campus-Bismarck.
• General Management Responsibilities—will be expected to assist in the day-to-day operation of the Southwest campus office, as directed by the Associate Dean .
• Records Coordinator for the Southwest Campus Academic Departments of Surgery, Internal Medicine and assisting Family Medicine, and other Educational Programs.
• Position co-supports the oversight and coordination of the Southwest Campus Administrative Office to include fiscal, budget, purchasing, human resource, and facility management responsibilities.

Duties & Responsibilities

Provide Education Support Services, as assigned by the Associate Dean of the Southwest Campus, to UND SMHS Southwest Campus Academic Departments of Surgery, Internal Medicine and assisting Family Medicine and other Educational Programs.

Tasks involved in fulfilling the above duties/responsibilities: 

• Act as liaison between the students and local faculty on the one hand, and the campus clerkship directors of Surgery, Internal Medicine and assisting Family Medicine of the Southwest Campus Academic Departments and other Educational Programs, on the other hand.
• Facilitate communication of any educational concerns, questions, issues, and expectations between students, faculty, clerkship directors, and Departmental leaders and personnel as needed for Surgery, Internal Medicine and assisting Family Medicine.
• Maintain appropriate confidentiality and sensitivity while handling the sometimes complex issues that arise among students, faculty, and staff in the various departments and on the Southwest Campus.
• Provide assistance to faculty campus clerkship directors and local faculty in planning, preparing, and implementing education plans, as needed for Surgery, Internal Medicine and assisting Family Medicine.
• Working with campus clerkship directors of Surgery, Internal Medicine and assisting Family Medicine, participate, organize, and assist in the establishment of new programs and activities to implement the curriculum on this Campus.
• Ensure that directors of Surgery, Internal Medicine and Family Medicine are fully informed of their responsibilities in their performance of their duties and conversant in the requirements of my job description.
• Be available to attend department retreats and other meetings relevant to department activities of Surgery, Internal Medicine and Family Medicine.
• Responsible for learning and using the appropriate university system software.
• Working knowledge of the National Board of Medical Examiners software, and procedures, and the ability to proctor the exams as needed in person or virtual.
• Troubleshoots any issues with testing laptops before and during testing day.                                                                           

Provide General Student Support Services, as assigned by the Associate Dean of the Southwest Campus, to UNDSMHS Southwest Campus Academic Departments of Surgery, Internal Medicine and assisting Family Medicine and other Educational Programs as well as for the Southwest Campus Office.

Tasks involved in fulfilling the above duties/responsibilities: 

• Coordinate, identify, and communicate student rotation schedules to the department personnel, department chairman, clinical coordinators, teaching faculty, hospitals/clinics, students, and other university faculty and staff. 
• Arrange, schedule, plan and attend (and lead as needed) student orientation sessions, and facilitate small group learning sessions when needed. 
• Report health, disciplinary, learning, or other problems to the Associate Dean, and assist in answering student inquiries and providing advice and guidance.
• Assist the Associate Dean with updated Departmental faculty personnel development and changes as needed.
• Primary to oversee, organize, and coordinate Phase 3 (4th Year Electives) of Surgery, Internal Medicine and assisting Family Medicine to include understanding and working in OASIS scheduling system. 
• Oversee, organize, and coordinate Phase 2 (3rd Year Rotations).
• Conduct annual reviews of the 4th Year Electives of Surgery, Internal Medicine and assisting Family Medicine.
• Report health, disciplinary, learning, or other problems to the Associate Dean, and assist in answering student inquiries and providing advice and guidance.
• Assist in the process of scheduling and setting up SHAPE events. 
• Facilitate scrub orientation for incoming Phase 2 students.  

Provide Administrative Assistance to the Associate Dean, and Southwest Campus Academic Departments of Surgery, Internal Medicine and assisting Family Medicine, as well as other Educational Programs. As such, work direction will come from several persons but overall performance accountability, and work assignments, is to the Associate Dean on the Southwest Campus-Bismarck.

Tasks involved in fulfilling the above duties/responsibilities: 

• Provide administrative assistance to the Associate Dean, and various campus departments.
• Ability to accurately establish and maintain an effective working relationship with university personnel and the public which frequently requires delicate or difficult decision making.
• Serve as initial contact/resource person for the departments of Surgery, Internal Medicine and assisting Family Medicine within the university and other organizations; disseminate appropriate information.
• Responsible for initiating and coordinating the administrative functions required to effectively implement policies and procedures established by the departments or by the Associate Dean.
• Plan and coordinate administrative meetings; set schedules, reserve meeting rooms, compose/distribute agendas and minutes, attend meetings.
• Review incoming correspondence (paying particular attention to meeting dates, special announcements, etc.) and provide or compose supporting documents.
• Fiscal responsibilities (processing of necessary forms for payment to vendors, travel reimbursement) as related to the various campus departments.
• Responsible for meeting deadlines on reports and other requests. These may include deadlines established by the School of Medicine and Health Sciences, university, state agencies, etc.
• Maintain appropriate confidentiality and sensitivity while handling the sometimes-complex issues that arise among students, faculty, and staff in the various departments and on the Southwest Campus.
• Maintain student confidentiality following FERPA guidelines as well as HIPAA privacy rules
• Primary responsible for tracking faculty precepting for accounts payable for the Departments of Surgery and Internal Medicine.
• Maintain Surgery final grading sheets at the end of each rotation for Phase 2.
• Maintain records management system for the various campus departments of Surgery, Internal Medicine and assisting Family Medicine; follow guidelines established by the Office of Records and Information Management for the creation, retention and destruction of records.
• Coordinate meetings via telephone and teleconference for staff, students and faculty.
• Assist in planning and coordinating special projects with the administrative office staff.
• Work with Grand Forks campus IT to help resolve issues with desktops and laptops for the Departments of Surgery, Internal Medicine and assisting Family Medicine.
• Primary manager with IT equipment updates as needed for the Department of Surgery, Internal Medicine and assisting Family Medicine.
• Perform other duties as assigned by the various departments.

General Management Responsibilities—will be expected to assist in the day-to-day operation of the Southwest campus office, as directed by the Associate Dean.

Tasks involved in fulfilling the above duties/responsibilities: 

• Responsible for assisting the administrative office in absence of Associate Dean.
• Responsible for insuring proper implementation of university/state policies and procedures.
• Responsible for researching and assisting in the decision-making for purchasing of office equipment and supplies.
• Advise and provide assistance to departments/division and faculty/staff upon request.
• Attend workshops/conferences to obtain updated information; learn new skills.
• Participate and attend mandatory training sessions for HR and Payroll as well as attend Learning and Development training sessions virtually or in Grand Forks to keep current on various University platforms and protocols.
• Assist the Associate Dean with other tasks as needed. 

Records Coordinator for the Southwest Campus Academic Departments of Surgery, Internal Medicine, and Assisting Family Medicine, and other Educational Programs.

Tasks involved in fulfilling the above duties/responsibilities:

• Serve as records coordinator for the departments of Surgery, Internal Medicine, and Assisting Family Medicine, and other Educational Programs, following guidelines for the creation, retention, and destruction of records. Must be detailed oriented and respond in a timely and accurate manner.
• Work with SMHS Records and Information Management (RIM) personnel to develop and maintain the active and inactive filing systems for the department.
• Organize and set up files; purge files; prepare files for storage according to RIM policies and procedures to allow for easy accessibility and compliance with retention schedule.
• Become familiar with SMHS records tracking program. Must be able to perform basic functions such as: Add, Update, Search, and run Reports in the software.
• Perform annual file generation process according to SMHS RIM procedures. Must be done in a timely and accurate manner. 
• Conduct annual records destruction in conjunction with the SMHS Records and Information Management Program.
• Perform annual and periodic records destruction/disposition processes in an accurate and timely manner.
• Perform compliance reviews (verification of images) for imaging system according to RIM procedures. Individual must have excellent attention to detail and tasks must be completed in a timely and accurate manner. 
• Consult with and actively work with the SMHS RIM personnel, as needed.
• Work with SMHS RIM personnel to develop and maintain records in imaging system and Electronic Records Management System.
• Perform filing duties both with physical files and electronic files.

Position co-supports the oversight and coordination of the Southwest Campus Administrative Office to include fiscal, budget, purchasing, human resource, and facility management responsibilities.

Tasks involved in fulfilling the above duties/responsibilities: 

• Assist in coordination of office operations and procedures to ensure organizational effectiveness and efficiency, implementing policies and procedures as established by the University and SMHS.
• Assist in maintaining fiscal responsibilities.
• Assist Dean to plan, develop, and monitor budgets.
• Assist in procurement of products and services.
• Primary manager of major/minor inventory and surplus.
• Assist in interviewing, selecting, and training office staff.
• Annual review of Position Descriptions.
• Assist in annual contracts for the Southwest Campus Associate Dean and respective faculty.
• Primary support for initiating and managing payroll.
• Assist in the maintenance of the Southwest Campus; manage janitorial services.
• Primary for enforcing safety and security policies and regulations.
• Primary BSSR (Building Safety and Security Representative) for the SW Campus.
• Primary manager of card access to the building and Southwest Campus.

Required Competencies

• Knowledge of UND policies and procedures including travel, purchasing and finance
• Ability to proctor National Board of Medical Examiners exams
• Must be proficient in Microsoft Office (Word, PowerPoint, Excel, and Outlook)
• Willingness to work flexible hours to accommodate the daily schedule of the office

Minimum Requirements

• Associates degree and two years of directly related experience, or HS diploma/GED and four years of directly related experience
• Satisfactory criminal history records check
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Experience in administrative assistance, student education, advising, or counseling
• Work experience in a medical setting